What should I do if an answer in the file is outdated

You update an outdated answer at the source, not in the questionnaire

If an answer in the supply chain file no longer applies, you change it there. Not in your customer's portal, and not only for this one questionnaire. The file is the place where there is one current answer per subject, along with the supporting document that goes with it. An example: the number of employees has increased since the last update, or the answer to how many employees the undertaking has still refers to a year that has passed. As soon as you update that in the file, every questionnaire that is filled out afterwards automatically gets the updated answer — even with customers where you haven't submitted it yet.

For data that comes from the Business Register — such as the statutory name, registration number or registered address — there is something extra: you actually change those first at the Chamber of Commerce, and only then in the file. Otherwise you risk the file saying something different from the official registration, and that is a reason for a customer who is checking to ask further questions. For an answer that relies on a certificate with an expiry date, such as ISO 9001 certification, the check is simple: is the date on the certificate still within the validity period? If not, then the answer is outdated, even if nothing else has changed in practice.

Why this is in the file and not in the portal

This platform fills in from one supply chain file and never logs in directly to a portal of a third party. This means that a correction always happens at file level: you update the answer, confirm it again with yes or no, and only then does it go to the customer who sent out the questionnaire. There is no separate "correction procedure" needed for a specific questionnaire — the system simply recognizes the updated answer from the file at the next questionnaire.